Success Story – ITAA

The challenge

Wanted: a professional tool to control large volumes of documents
At first, the procedures, guidelines, and other documents were available as PDF files on the ITAA website. Each ITAA member had access to this intranet where hundreds of documents were listed. Due to the large volume of content, there was no control over the information offered whatsoever. Nor were there any guarantees that members used up-to-date information. The ITAA had no insight into who had seen and used what documents.

Why WoodWing Scienta?

ITAA chose WoodWing Scienta because it felt this was the best modern solution for the controllability of documents. Moreover, it allows for a very user-friendly distribution.

Implementation

ITAA administrator composes content per subscription
The ITAA content is being developed by ITAA itself and partly delivered by an external publisher. Both content types are uploaded in WoodWing Scienta. The availability of content depends on the subscription a member chooses. The ITAA administrator selects the content for each available subscription.

ITAA offers each of its members its own WoodWing Scienta environment. Each subscriber (or host as they are also called) decides what content they want to use and if they need the documents in French, Dutch, or both languages. The content can be customized to fit the needs of the firm. The same counts for dashboards and the like. Subscribers can indicate in the system if their own customizations may be overwritten when an update of the content becomes available. Or that they want to keep their own modifications.

Benefits

Benefits for ITAA
With WoodWing Scienta, ITAA has a professional tool to easily and efficiently distribute content to its members, based on subscriptions that they can define themselves. Instead of all members logging in to the same ITAA web portal like in the old days, members now have their own portal. This leads to a more evenly distributed load on the IT infrastructure.

All versions of the content are visible at any moment. Should a user accidentally delete content, it can always be restored. Keeping the knowledge portal up to date is also much easier. In the article management section of the portal, the ITAA administrator can see how many times specific pieces of content are used by the subscribers. A good indication of the useability of the information delivered, and its importance to the members.

Advantages for ITAA members
With the WoodWing Scienta platform, ITAA members always have access to the latest version of the content in their own environment. The content is presented in a clear and structured way. With the strong search function users can find exactly what they need.

When ITAA members opt for the more extensive possibilities of WoodWing Scienta, they can do even more. For example:

• Create their own intranet home page where important information is offered online
• Use templates in their own house style and with their own specifications for certain documents
• Define tasks for office employees, for example to read about amended rules and regulations

Evaluation and Conclusion

The implementation of WoodWing Scienta by ITAA has led to significant improvements in accessibility, personalization, and the management of essential professional information for its members. This platform has not only increased efficiency in content management and usage but has also enhanced the quality of daily practices within the professions of tax advisors and accountants.

By providing a user-friendly, personalized environment and insightful control over content usage, ITAA effectively supports the professional development of its members. WoodWing Scienta is central to this strategy, proving that the right technological solutions are crucial for promoting knowledge sharing and collaboration – in any organization.